HR & Facilities Administrator

Job Summary

We are seeking a highly organized and detail-oriented individual to join our company as an HR & Facilities Administrator. The successful candidate will be responsible for a wide range of HR and administrative tasks, supporting the HR team and ensuring smooth operations within the organization. This role requires strong organizational skills, attention to detail, and the ability to handle sensitive and confidential information.

Responsibilities and Duties:

• Acting as the first point of contact for all internal enquiries relating to HR by phone, email, online chat and face to face as required.
• Supporting managers and employees with a wide range of queries, including providing advice on terms and conditions of employment and employment policies.
• Providing the business with HR administration support, such as processing and onboarding starters, conducting background checks, preparing offer letters, welcome packs, producing employment contracts, processing contractual changes and providing employment references.
• Creating, maintaining and, where required, correcting all employee data, records and documents held locally and within the HR information system.
• Demonstrate accuracy and tenacity in ensuring all processes are followed, appropriate authorization levels have been received and documented and that all documentation received meets company policy and legal requirements to ensure full compliance.
• Be the first point of contact for queries relating to the HR information system, troubleshooting possible system or access issues by effectively utilising the guides and own experience to resolve queries, escalating to the Head of HR where required. Will also be required to support in the testing of upgrades to the software.
• Assist the wider HR function with any other administrative needs.
• Analyse sickness absence and update relevant trackers.
• Produce management information (standard and bespoke reports).
• Manage all starter and leaver documentation and processes.
• Prepare induction paperwork and manage the process.
• Manage all family leave documentation and processes.
• Work with hiring managers and support the rest of the HR team to co-ordinate the end-to-end recruitment cycle ensuring vacancies are advertised effectively using appropriate job boards and liaising with agencies.
• Assist the Recruitment Specialist with preparing regular reports on recruitment activities including status updates, cost analysis, and recommendations.
• Create and distribute guidelines and FAQ documents about company policies.
• Assist the payroll process by gathering and providing relevant employee information (e.g., leaves of absence, sick days, overtime and work schedules).
• Create regular reports and presentations on HR metrics (e.g., turnover rates, attendance).
• Participate in HR projects (e.g., help organize townhall and other company events).
• Support HR initiatives and projects, such as employee engagement programs, diversity and inclusion efforts, and wellness programs.
• Manage office supplies, stationary inventory, and food orders, ensuring smooth operations.
• Maintain a log of employees and visitors entering and exiting the premises, ensuring security and safety protocols are followed.
• Assist in tracking and maintaining records of employee visas and work permits, ensuring compliance with immigration regulations.
• Monitor and track public liability insurance coverage for contractors, ensuring compliance with contractual requirements.
• Manage the issuance and tracking of employee ID cards, ensuring timely distribution and replacement as needed.
• Handle incoming and outgoing mail and packages, ensuring prompt distribution and appropriate documentation.
• Assist in the management of company vehicles, including coordinating maintenance, insurance, and ensuring compliance with relevant policies.
• Assist in booking accommodations for employees, clients, or guests when required.
• Ensure office standards are maintained by effectively managing the cleaning provider.

• Any other reasonable duties deemed appropriate by the business.

Skills and qualifications

Essential:

• Punctual, reliable and must have excellent communication skills for in-person, email, and telephone calls.
• Will have previously supported a HR function.
• Strong Microsoft Office skills, particularly Excel.
• Good attention to detail.
• Excellent communicator.
• Strong organisational skills.

Desired:

CIPD Level 3 obtained or working towards qualification, desirable, but not essential.